The URL can be used to link to this page

Home My WebLink About262-23 RESOLUTION0 fAylk J I� ,Rk4NS►S 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 262-23 File Number: 2023-1203 ROTOCHOPPER INC. (PURCHASE AGREEMENT): A RESOLUTION TO APPROVE THE PURCHASE OF A GRINDER FROM ROTOCHOPPER INC. IN THE AMOUNT OF $634,952.00, PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, Unit 4026, a 2015 Rotochopper FP-66 has been in service since March of 2015 and is approaching 9 years in an 8 year life cycle. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of a Rotochopper FP66TT Track Trailerable grinder from Rotochopper, Inc. for the amount of $634,952.00, plus any applicable surcharges, freight charges, and delivery fees, pursuant to Sourcewell Cooperative Purchasing Contract #030923-RTO. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on December 5, 2023 Page 1 Attest: • Kara Paxton, City C1 rk Treasurer ! f AYtT-TEVILLF r CITY OF FAYETTEVILLE ARKANSAS MEETING OF DECEMBER 5, 2023 TO: Mayor Jordan and City Council THRU: Terry Gulley, Asst Public Works Director - Ops FROM: Ross Jackson, Jr., Fleet Operations Superintendent DATE: SUBJECT: ROTOCHOPPER INC: RECOMMENDATION: CITY COUNCIL MEMO 2023-1203 A RESOLUTION TO AUTHORIZE THE PURCHASE OF A ROTOCHOPPER FP66TT TRACK TRAILERABLE FROM ROTOCHOPPER INC. IN THE AMOUNT OF $634,952, PLUS ANY APPLICABLE FREIGHT CHARGES, SURCHARGES AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE, PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT (030923-RTO), AND TO APPROVE A BUDGET ADJUSTMENT. BACKGROUND: Unit 4026 is a 2015 Rotochopper FP-66 that has been in service since March of 2015. It is quickly approaching 9 years in a 8 year life cycle. DISCUSSION: Overall this unit has been very reliable and capable for the City of Fayetteville. The shop staff have become very proficient and knowledgeable with the specialized repairs these units require. Due to the age of unit 4026 it has had increasing mechanical and hydraulic issues that result in extended down time and repairs. Fleet recommends we move forward with the purchase of the replacement Rotochopper and trade in of unit 4026. This will also allow RTC staff to save time, better utilize labor, reduce exhaust and green house gas emissions and additional equipment required to tow and move the replacement Rotochopper. BUDGET/STAFF IMPACT: Because this purchase is an upgrade, it will require a budget adjustment that is being submitted to utilize both Fleet and RTC's fund balance for this purchase. This unit was presented at the November 14th Equipment Committee. ATTACHMENTS: SRF (#3), BA (#4), City of Fayetteville FP66TT Updated Quote (#5), Tax Exempt Form COF (#6) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2023-1203 ROTOCHOPPER INC: A RESOLUTION TO APPROVE THE PURCHASE OF A GRINDER FROM ROTOCHOPPER INC. IN THE AMOUNT OF $634,952.00, PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, Unit 4026, a 2015 Rotochopper FP-66 has been in service since March of 2015 and is approaching 9 years in an 8 year life cycle. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of a Rotochopper FP66TT Track Trailerable grinder from Rotochopper, Inc. for the amount of $634,952.00, plus any applicable surcharges, freight charges, and delivery fees, pursuant to Sourcewell Cooperative Purchasing Contract #030923-RTO. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. Page 1 Ross Jackson Submitted By City of Fayetteville Staff Review Form 2023-1203 Item ID 12/5/2023 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/12/2023 FLEET OPERATIONS (770) Submitted Date Division / Department Action Recommendation: A RESOLUTION TO AUTHORIZE THE PURCHASE OF A ROTOCHOPPER FP66TT TRACK TRAILERABLE FROM ROTOCHOPPER INC. IN THE AMOUNT OF $634,952, PLUS ANY APPLICABLE FREIGHT CHARGES, SURCHARGES AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE, PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT (030923-RTO), AND TO APPROVE A BUDGET ADJUSTMENT. 9700.770.1920-5802.00 Account Number 02082.2023 Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: Shop Fund Recycling and Trash Vehicles Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 1,755,341.00 $ 1,534,021.77 221,319,23 $ 634,952.00 $ 634,952.00 e. 221,319.23 Previous Ordinance or Resolution # Approval Date: V20221130 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division Adjustment Number FLEET OPERATIONS (770) /Org2 2023 Requestor: Ross Jackson Jr. BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: A RESOLUTION TO AUTHORIZE THE PURCHASE OF A ROTOCHOPPER FP66TT TRACK TRAILERABLE FROM ROTOCHOPPER INC. IN THE AMOUNT OF $634,952, PLUS ANY APPLICABLE FREIGHT CHARGES, SURCHARGES AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE, PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT (030923-RTO), AND TO APPROVE A BUDGET ADJUSTMENT. COUNCIL DATE: ITEM ID#: 12/5/2023 2023-1203 Holly Black 11/1612023 9:15 Nn RESOLUTION/ORDINANCE Budget Division Date TYPE: D - (City Council) JOURNAL#: GLDATE: CHKD/POSTED: TOTAL Account Number 704,904 704,904 Increase / (Decrease) Expense Revenue Project.Sub# Project Sub.Detl AT v.2023109 Account Name 9700.770.1920-5802.00 634,952 - 02082 2023 EX Vehicles & Equipment - base 9700.770.1920-6602.50 9700.770.1910-4999.99 - - 69,952 565,000 02082 2023 RE RE Transfer from Fund - Solid Waste Use Fund Balance - Current 5500.750.5070-7602.70 5500.750.5000-4999.99 69,952 - - 69,952 59700 5500 EX RE Transfers To Funds - Shop Use Fund Balance - Current I of 1 --� iv- cHoppE r"-vim'--^. pTo: Rotochopper, Inc. 1217 West Street; PO Box 2951 St. Martin, MN 56376 1 P: 320-548-35861 F: 320-548-3372 For: Brian Pugh City of Fayetteville 113 W Mountain St Fayetteville, AR 72701 ❑✓ Ship To Same As Billing FP66TT Track Trailerable QUOTATION BB: 1 41477 Quoted by Preston McIntyre On 10/11/2023 Estimated shipping date 12-14 weeks from date of order Terms I Purchase Order FOB St. Martin, MN 755 HP CAT C18 Tier 4 / Stage 4 engine with automatic load regulation, PT Tech hydraulic clutch, 340 gallon 11,280 Liter fuel tank Radiator pre cleaner and 51b fire extinguisher Hydraulic oil cooler Reversible radiator fan with adjustable purge cycles and pre -cleaner Domed slat infeed conveyor with radial piston drive (66" W x 161 / 1,677mm W x 4,877mmL)1,677mm W X 4,877mm L) High torque powerfeed with Ultra "V' cleats and dual hydraulic drives (32" D x 66" W) Gap -less infeed transition and patented Slab Ramp adjustable shear plane Down -cut mill designed for precise particle size and texture control Patented replaceable mount rotor with 28 tooth mounts (36" D x 66" W / 915mm D X 1,677mm W) Weld -on rotor rakers Grinding chamber water injection dust control system Hydraulic screen installation system with shear pin protection Roller -bed under rotor conveyor (48" W X 21' L / 1,219mm W X 6,400mm L) Folding truck loading discharge conveyor with magnetic head pulley Digital control system with advanced monitoring and diagnostics Wireless remote control system StopWatch monitoring system RotoLink remote monitoring system 60-month subscription Track undercarriage with 600 mm grousers Standard Factory Machine Warranty 4" Forestry baffled square hole screen (3/4" T-1 Steel) 5" Baffled square hole screen (3/4" T-1 Steel) Hardsurfaced 3 Tab, Single Bolt (1 bolt, nut & lock washer per tooth) Commissioning & Training Delivery to Fayetteville, AR Subtotal $871,268.00 18" Cross -belt magnetic conveyor $25,344.00 CAT Extended engine warranty for C18 engine - Platinum 60 month 5,000 hour warranty $13,340.00 Trade In Rotochopper FP66, S/N:15-2774, Hours:700 ($275,000.00) Accepted By: Date: Customer is responsible for all routine maintenance and any damage incurred to trade-in equipment from the signing of this quote until Rotochopper's actual acceptance of the trade-in equipment. Customer ensures trade-in equipment is U.S. DOT compliant (if applicable) and road worthy. Customer is responsible for all costs incurred if trade-in equipment is not U.S. DOT compliant and/or road worthy. Customer must provide lien release documents for all trade-in equipment. Initial Total Additional Suggested Options Not Included in Price Total Hardfaced wedge teeth (single hardface overlay per side; 1 bolt, nut, & lock washer per tooth) 6" Baffled square hole screen (3/4" T-1 Steel) 6" to 10" Open square hole screen (3/4" T-1 Steel) Notes: $634,952.00 Check to Customer Sales Rep include initials initials $1,224.44 — $2,602.00 — $2,004.00 — Page 1 of 2 C. _ r Rotochopper, Inc. 1 217 West Street; PO Box 295 1 St. Martin, MN 56376 1 P: 320-548-3586 1 F: 320-548-3372 For: Brian Pugh City of Fayetteville 113 W Mountain St Fayetteville, AR 72701 Q Ship To Same As Billing FP66TT Track Trailerable Rotochopper Sourcewell Contract #030923-RTO (2023 Pricing) QUOTATION BB: 41477 Quoted by Preston McIntyre On 10/1112023 Estimated shipping date 12-14 weeks from date of order Terms Purchase Order FOB St. Martin, MN - This quotation is valid for 30 days from the date above. All taxes, levies, duties, or other governmental fees are the responsibility of the buyer. Two screens are required for operation. Unless otherwise noted, all prices are shown in US dollars M. Fuel surcharge may apply. Rotochopper Standard Terms and Conditions are incorporated herein by refe https://www.rotochopper.com/rotochopper-standard-terms,con d itions-3/ Quoted By: Accepted y: they can be reviewed at 12/05/2023 Page 2 of 2 MDEPARTMENT OF REVENUE Form ST% Certificate of Exemption Purchaser: Complete this certificate and give It to the seller. Seller: If tills certificate is not completed, you must charge sales tax. Keep this certificate as part of your records. This Is a blanket certificate, Unless one of the boxes below Is checked. This certificate remains in force as long as the purchaser continues making purchases or until otherwise cancelled by the purchaser. Check if this certificate Is for a single purchase and enter the related invoice/purchase order # ❑If you are a contractor and have a purchasing agent agreement with an exempt organization, check the box to make purchases for a spe- cific job. Enter the exempt entity name and specific project: Exempt entity name Project description Name of Purchaser Rotochopper, Inc. Bustness Address 217 West Street Purchaser's Tax ID Number 9166379 If no tax ID number, ' FEIN Enter one of the fol lowing: St. Martin State of Issue MN ,Iver's license number/State Issued ID number State W code MN 56376 _. I _.__ _ __ I State of Issue Number Ninu! of seller from whom you are purchasing, leasing, nr renting -'- eP _ti►c _..--- _ ________ ____ ___ Seller'17ddress city state ZIP code I'.) kkke Noun-Onin qR 727D I Type of Business _01 Accommodation and food services 02 Agricultural, forestry, fishing, hunting - J03 Construction 04 Finance and Insurance 05 Information, publishing and communications x 06 Manufacturing 07 Mining 08 Real estate 09 Rental and leasing — 10 Retail trade Reason for Exemption (See Instructions) L AFederal government (department), .� B Specific government exemption C Tribal government (name) D Foreign diplomat a E Charitable organization #— _ �— F Educational organization it—.. G Religious organization # QH Resale X I Qualifying capital equipment (see instructions when equipment claimed Is part of a construction project) 11 Transportation and warehousing I1'> Utilities 13 Wholesale trade 14 Business services 15 Professional services 16 Education and health-care services 17 Nonprofit organization 18 Government 19 Not a business (explain)._ . —,20 Other (explain) J Agricultural production K Industrial production/manufacturing L Direct pay authorization —� M Multiple points of use (services, digital goods, or computer software delivered electronically) N Direct mall 0 Other (enter number from Instructions) - P Percentage exemption ❑ Advertising (enter percentage) _ g; ❑ Utilities (enter percentage) - % ❑ Electricity (enter percentage) 1 declare that the information on this certificate is correct and complete to the best of my knowledge and belief. (PENALTY.' If you try to evade paying sales tax by using an exemption certi tcate fo ems ors ervices that will be used for purposes other than those being claimed, you may be frned — ender Minn e to l�for ch trans lion or which the certficate Is used.)�ralginhnrire Pu f Print Name Here Title Date Kerri Schramel — CFO 10/4/22 Rev, /19